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Sports Club Committee Training 18 th September 2015

Sports Club Committee Training 18 th September 2015

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Page 1: Sports Club Committee Training 18 th September 2015

Sports Club Committee Training

18th September 2015

Page 2: Sports Club Committee Training 18 th September 2015

Chairpersons & SecretariesRole Specific Training

Page 3: Sports Club Committee Training 18 th September 2015

Ice Breaker Activity

Speak to someone you don't know and find out the following:

• Their name

• Where they are from

• What's the most embarrassing thing they've ever done?

Page 4: Sports Club Committee Training 18 th September 2015

Session Aims

Slide Title

• Understanding of the level of responsibility you hold as leaders of your clubs

• Develop an increased understanding of leadership skills related to your roles

• Understanding of the administrative duties of your role (Secretaries)

• Provide an overview of the policies and procedures you need to be aware of

Page 5: Sports Club Committee Training 18 th September 2015

Information that everyone needs to know...

Page 6: Sports Club Committee Training 18 th September 2015

What does everyone need to know?

Slide Title

You need to know about• Club Culture

• Position of Responsibility

• Representing Members

• Policies & Procedures

• Sports Club Constitution

• Registration & Membership Process

• Using the Students' Union Website

Page 7: Sports Club Committee Training 18 th September 2015

Club Culture

Page 8: Sports Club Committee Training 18 th September 2015

Rate you club culture...

Slide Title

Definition of cultureThe attitudes and behaviour characteristics of a particular social group

Complete the slip stating your score and why you believe this is an accurate account of the culture within your club.

Negative Positive

Page 9: Sports Club Committee Training 18 th September 2015

A positive club culture...

Slide Title

FUN

INCLUSIVEENJOYABLE

CHALLENGING

SOCIAL PERFORMANCE FOCUSED

WELCOMING

FRIENDLY

OPEN TO CHANGE

DIVERSE

Page 10: Sports Club Committee Training 18 th September 2015

Responsibility

Page 11: Sports Club Committee Training 18 th September 2015

You are responsible...

Slide Title

As a committee member you hold a position of responsibility.

This means that if there is a disciplinary within your club, responsibility could fall on you, even if you weren't directly involved.

Consequences are wide ranging and it could be that you are stripped of your role and restricted from being on any committee in the future.

You could also have to face Students' Union and University Disciplinary procedures.

Page 12: Sports Club Committee Training 18 th September 2015

Represent

Page 13: Sports Club Committee Training 18 th September 2015

Represent your members...

Slide Title

The committee exists to represent club members

What would you do in the following situations...

• The club committee is discussing the option of buying a large piece of equipment from the clubs account and can't come to an agreement

• Club members are unhappy with the time of one of their training sessions

• Club members want their Sports Ball tickets subsidising using club funding

Page 14: Sports Club Committee Training 18 th September 2015

Policies & Procedures

Page 15: Sports Club Committee Training 18 th September 2015

There have been a some changes...

Slide Title

You have to do everything we have covered whilst operating within the Students' Unions policies and

procedures.

Some Policies and Procedures will be covered in more detail shortly but I would strongly recommend that you familiarise yourself with all

of them.

They can be viewed on the Students' Union Website.

Page 16: Sports Club Committee Training 18 th September 2015

Sports Club Constitution

Page 17: Sports Club Committee Training 18 th September 2015

Your club constitution...

Slide Title

The constitution is a document that sets out the rules and practices which govern your club

It includes details about:

• Purpose

• Membership

• Committee

• Meetings

• Roles

• Finance

• Winding Up

You will all have to sign the updated constitution to show that you agree on and understand how your club should operate

Page 18: Sports Club Committee Training 18 th September 2015

Membership & Registration

Page 19: Sports Club Committee Training 18 th September 2015

What's the process?

Slide Title

The process can be viewed on the Students' Union website anytime.

Let's go through it step by step

It's vital that everyone registers on the SU website and pay's the appropriate membership and it's your responsibility as a committee to make sure members

complete the process.

We will be doing spot checks at training and before fixtures!

Page 20: Sports Club Committee Training 18 th September 2015

SU Website

Page 21: Sports Club Committee Training 18 th September 2015

Make the most out of the website...

Slide Title

You have access to the following tools via the SU website

• Edit your page content

• View members

• View Sales reports

• View Purchase Reports

• Send messages to members

• Upload Resources

• Set up a product (Chairs & Treasurers Only)

Page 22: Sports Club Committee Training 18 th September 2015

Make the most out of the website...

Slide Title

We need a volunteer to log in to the website so we can show you how it all works!

https://www.hallamstudentsunion.com/

Page 24: Sports Club Committee Training 18 th September 2015

What makes a good Chair?

• Leadership• Strategic thinker (longer-term focus)• Great communicator (two-way

process)• Confident• Patient• Passionate• General understanding of other

roles• Effective delegator• Conflict manager (not taking sides)

Many of the things that will make you a good Chair are things that graduate employers are looking for!

Page 25: Sports Club Committee Training 18 th September 2015

Chairperson Main duties and responsibilities

• Be the face of the club (SWG and S&PAO)• Lead on the development of the club (KC)• Chairing club committee meetings (see hand-out)• Chairs Breakfast Meetings (Min 3)• Ensure the club is financially sustainable• Varsity contact• Other club specific duties as required

Page 26: Sports Club Committee Training 18 th September 2015

What makes a good Secretary?

• Well organised and prepared• High need for control and order• Good communicator

(especially written)• Proactive• Effective delegator• Remaining Impartial• Confidentiality

Again, these skills are attractive to potential employers for a range of roles

Page 27: Sports Club Committee Training 18 th September 2015

Secretary Main duties and responsibilities

Slide Title

• Administrative lead for the club• Registration and membership• Schedule and notify committee members of club meetings• Taking minutes/action points at committee meetings and sharing with the

club membership• Send round information from the Student's Union to your club members

(on request)• Main point of contact with your National Governing Body (LS)• Booking rooms• Collecting club post from the HUBS (pigeon holes) • Wing Man/Woman!• Other club specific duties as required

Page 28: Sports Club Committee Training 18 th September 2015

Taking minutes/action points

• Important to keep a record of action points so you know who is doing what and by when

• Create an agenda in advance• Don't try and write every little thing down!• Summarise and ask for clarity• Send them to the Chair before sharing them• Add minutes to your webpage• Template available on committee resources page

Page 29: Sports Club Committee Training 18 th September 2015

What is leadership?

"...the capacity to influence people, by means of personal attributes/behaviours, to achieve a common goal"

CIPD

Page 30: Sports Club Committee Training 18 th September 2015

Leadership (Having a plan)

• Club Development Plan - working with Kirstie

• Makes it easier to see what needs to be done when it is broken down in a plan

• Gives you more credibility as a leader

• What will a successful season look and feel like?

Page 31: Sports Club Committee Training 18 th September 2015

Leadership (Delegation)

"entrust a task or responsibility to another person, typically one who is

less senior than oneself."

What are the positives and negatives of delegation?

• Not delegating enough is a very common mistake

• You cant do it all!• You don't need to know everything• Have a simple plan• Set the parameters and give them the

control and accountability• Check progress

Page 32: Sports Club Committee Training 18 th September 2015

Leadership (Delegation cont.)

"As chair of the committee I haven’t organised a social, fixed anything, filled in a safety form or organised any transport, That's because there are 8 other people who all are experienced and who without fail fulfil their committee role to the letter"

Club chair - 14/15 season

Page 33: Sports Club Committee Training 18 th September 2015

Leadership (Scenarios)

One of your committee members stops coming to meetings and won't return your emails/calls. Their work is not getting done and you are becoming stretched by having to pick up their responsibilities.

– Have a chat to the person next to you about how you would manage the situation

• Talk to them (if you can get in touch) and find out if they are ok• Do they need any support? Could be confidence issue for example• Ask them if they still want to do the role• Contact SU staff for support• Call an EGM and re-elect the position (must be done through the SU)

Page 34: Sports Club Committee Training 18 th September 2015

Leadership (Scenarios)

You discover your Social Secretary has organised a social with an inappropriate and offensive fancy dress theme (real past examples include Ebola patients and rape victims).

• Have a chat with the person next to you about what you would do in this situation. What action would you take?

• Contact them directly and tell them that the social cannot go ahead as planned due to the potential reputational damage to the club and the Union/University.

• Make them aware that the social could have severe consequences for the individuals involved and the wider club.

Page 35: Sports Club Committee Training 18 th September 2015

Policies and Procedures

Slide Title

• BUCS Procedures

• Health and Safety

• Democracy and Elections

• Finance and Funding

• Transport

• Code of Conduct

• Tour

• Social Behaviour & Culture

Page 36: Sports Club Committee Training 18 th September 2015

Policies and Procedures(Sports Working Group)

Slide Title

• A standing committee who represent the views of the student body on all sporting matters.

• Support the Sport & Physical Activity Officer

• Vital link between clubs and S&PAO and SU Staff

• Varsity and Sports Ball support

• Community projects and fundraising

• New Team Hallam stash!

• Emily will be in touch with nominations process soon

• 9 positions elected in October bye-elections

Roles

• Recreation Rep

• Participation and SS Rep

• BUCS 'Individuals' Rep

• BUCS 'Team' Reps x 3

• General Reps x 3

Page 37: Sports Club Committee Training 18 th September 2015

Quiz

Slide Title

1. How many BUCS Team Reps are on the Sports Working Group?

2. Name three positive aspects of club culture we discussed

3. How many clubs now have a non-BUCS development squad

4. How many Chairs Breakfast meetings are we hosting

5. How many Team Hallam members did we have last season?

6. What % change in session attendance did S&C get last season compared to the previous season

7. How many teams are entered into BUCS for the 15/16 season

Page 38: Sports Club Committee Training 18 th September 2015

Session Aims

Slide Title

• Understanding of the level of responsibility you hold as leaders of your clubs

• Develop an increased understanding of leadership skills related to your roles

• Understanding of the administrative duties of your role (Secretaries)

• Provide an overview of the policies and procedures you need to be aware of

Page 39: Sports Club Committee Training 18 th September 2015

Questions?

Slide Title

Page 40: Sports Club Committee Training 18 th September 2015

Sports Club Committee Training

18th September 2015